Specialist, Information Governance

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.

It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Our people represent 90 nationalities and speak 80 languages.

Technology at White & Case plays a key role in enabling our lawyers in practicing law around the world.

Our team comprises of three functions: Business Services - who maintains, develops and supports our enterprise systems, Operations - who designs, builds and supports our communications and data center operations, and Technology Support - who provides desktop, audio visual and training support. Together we support our lawyers with leading edge technology and systems to deliver elite legal and best-in-class client service.

Globally-minded, our team covers a range of technical disciplines and business skill sets. This encompasses business analysts, data architects, application developers and engineering staff covering a range of technologies that include virtualization, cloud, networking, storage, collaboration services and security. We deploy the latest technology and hardware within our state-of-the-art offices. Our technical support staff support and train our people on the latest hardware and operating systems, remote working capabilities and mobile devices. Our Shared Services centers deliver Service Desk and Operations functions that support our colleagues and monitor Firm systems 24 x 7.

Working closely with our business services colleagues to support the Firm's Finance, Human Resources, Marketing, and Knowledge systems, the Technology Department is at the heart of the Firm's global operations.

As the Information Governance (IG) Data Management Specialist, you will lead as a Subject Matter Expert (SME) in all aspects of data management activities, ensuring the Firm remains current, responsive, and compliant with information practices across technologies and client requests. Your role involves supporting plans, targeting goals, taking direction, and executing services, initiatives, and projects aimed at reducing risks and costs related to information governance.

Responsibilities include leading strategic IG initiatives, ensuring electronic data activities across various IG departments, managing shared drives and Electronic Closing Binders (ECB), validating and provisioning collaboration systems, conducting surveys and assessments, managing firm-chargeable numbers and mailboxes, handling legal opinions, and overseeing bulk import/export operations in iManage. You will also lead new and existing projects supporting global rollouts of M365, iManage Cloud, Exchange Cloud, AI, and Content Governance projects. Key interactions will include the Firm's General Counsel, Data Protection Officer, Technology Cyber Security leader, Practice Technology department, partners, practice leaders, external client compliance teams, and certification auditors.

Essential duties:

• Lead across core processes including daily work intake, assignment, quality review, and delivery of work product for the data management process and domain
• Lead as SME to Firm personnel on information governance best practices relating to electronic data on client and Firm proprietary information
• Works closely with accountable Firm stakeholders across data management to ensure the team coordinates timely delivery of work requests
• Lead in the analysis, design and operation of automated systems and processes, business requirements definitions, workflow and procedure development supporting the above

Data Management Operations:

• Leads as an SME in work assignments across the data management process domain, including
  • Importing and exporting of data related to Matter Mobility or internal requests
  • Data migration and remediation between ad-hoc sources and firm approved repositories
  • Maintaining data management support tools and processes as well as inventories and trackers
  • Processing of ECBs across all sources and transition them into the ECB library
  • Upload completed ECBs into the DMS Closings Library
  • Maintain defensible data management audit histories including logging all data transfers, migrations deletions and other activities
• Provides operational SME support for projects relating to client and firm data
• Engage in drafts, reviews and presents proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audience
• Engage in communicating the role's vision and guiding principles in a variety of forums (1:1, administrative meetings, departmental, function, practice group and partner meetings, etc.)
• Communicates directly with senior management and members of the Office of the General Counsel and other partners; states areas of concern, addresses questions, and/or resolves outstanding issues with the appropriate parties
• Meet Firm attendance and reporting requirements and policies

Shared Drive Management

• Maintain the tracking repository used to track and manage all data management shared drive work
• Leads shared drive management, provisioning and data migrations to/from iManage
• SME-Lead in projects to retire unstructured legacy and ad-hoc shared drives
• Leads on developing, review and revision of standard operating procedures in support of shared drives and related initiatives
• Lead in auditing shared drive procedures to ensure compliance with Firm policies

Mailbox Management

• Maintain the tracking repository used to track and manage all data management mailbox activities and request
• Lead in auditing data management mailbox procedures to ensure compliance with Firm policies
• Help in timely execution of approved mailbox requests
• Support GDPR and other Privacy compliance and process support around electronic data; coordinate execution of Subject Access Requests with IG Compliance

Data Compliance

• Lead in providing Firm-chargeable numbers process and support
• Lead and provide Non-client Survey and Questionnaire assessment support
• Lead and provide Legal opinions services
• Lead in ECB management plus ongoing ECB process improvements, consolidations and automation

• 3-5 years of experience in information governance
• Bachelor's degree; Master's degree preferred (Records Management, Library Sciences, Computer Science, Information Systems Management, Business Administration, or related fields)
• Commercial and business awareness; preference for law firm experience
• Educational background in IT, legal, compliance, information management, or records management
• Experience with Legal Document Management Systems (DMS); preference for iManage Work
• Experience with major Records Management solutions a plus
• Client service focus
• Clear and concise written and oral communication skills
• Expert proficiency in Microsoft Office and M365 (Word, Excel, PowerPoint, Teams, Visio)
• Expert knowledge of information governance principles and technologies
• Proficiency in virtual meeting platforms (MS Teams, Webex)
• Strong academic record and intellectual curiosity
• Ability to see the big picture
• Strong negotiation skills
• Strong time management and ability to handle pressure
• Driven by professional growth
• Strong professional presence
• Team player with strong judgment
• Proactive, resourceful, and takes initiative
• Fluency in English
• International experience a plus

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm's policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact talent.acquisition@whitecase.com.

White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

• This role is based in our New York office, that may occasionally require business travel. Must be available to work outside of standard work hours, as needed to meet business demands.
• This role reports to the Data Management Manager

The firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

1The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.